Board of Commissioners th Ave. SW, Room #131 Roseau, MN Phone: Fax: WORK SESSION AGENDA.

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1 Board of Commissioners th Ave. SW, Room #131 Roseau, MN Phone: Fax: July 12, 2011 WORK SESSION AGENDA 8:30 Call to Order 8:35 Comments and Announcements 8:40 Discussion 1. Building Committee Recommendations 2. IRS Mileage Rate Change 3. Auditor Warrants for Payment of Gas, Diesel, Fuel, etc. 4. Victim Services Funding 5. Human Resource Committee Recommendations 9:10 Roseau County Prevention Coalition 1. Grant Conclusion 2. Budget Approval 9:25 DWI Court Coordinator Maria Pahlen 1. DWI Court Funding 9:40 State of Minnesota Government Shutdown 9:50 Mar-Kit Landfill Manager Dale Nelson 1. Proposed Recycling Program Changes 10:05 Review Bills 10:10 Review Agenda for Regular Board Meeting 10:15 Identify Future Work Meeting Topics 10:20 Adjourn To schedule an appointment with the Board, please contact the County Coordinator at County Coordinator s address: trish.klein@co.roseau.mn.us Roseau County Home Page Address: District 1, Glenda - District 2, Jack, District 3, Roger - District 4, Russell ; Vice-Chair - District 5, Mark ; Chair An Equal Opportunity Employer

2 ITEM # Discussion 1 Pelowski, Jeff Jul Building Committee Recommendations The Building Committee met on July 6, 2011 and will discuss recommendations with the Board with regard to roof repair at the law enforcement center, boiler replacement at the courthouse and lawn mowing. Ann Marie Miller, Board Clerk

3 ITEM # Discussion 2 Miller, Ann Marie Board Clerk Jul Approve Increase to IRS Mileage Reimbursement Rate On June 23, 2011 the Internal Revenue Service announced an increase in the optional standard mileage rates for the final six months of The rate will increase to 55.5 cents a mile for all business miles driven from July 1, 2011 through December 31, The Board will discuss increasing the County reimbursement rate for mileage to 55.5 cents per mile. Ann Marie Miller, Board Clerk

4 ITEM # Discussion 3 Monsrud, Martie Auditor Jul Authorizes the County Auditor to pay claims for gas, diesel, fuel etc. At the June 28th Board Meeting the Board discussed including fuel payments in with the regularly paid Auditor Warrants and asked Auditor Martie Monsrud to prepare a resolution for Board approval. BE IT RESOLVED, that the Board does hereby authorize the County Auditor to pay claims for the purchase of fuel, gas, propane and diesel for all county owned vehicles and equipment, EXCLUDING all remibursement for employee mileage. Teresa Klein, Board Clerk

5 ITEM # Discussion 4 Foss, Karen Attorney Jul Approve Victim Services Funding With the government shutdown now in effect, the office of Roseau County Victim Services is closed. The County Attorney's office is requesting the Board approve eight hours per week of support, to be provided by DeAnn Anderson, to assist with the Victim Services workload during the shutdown Ann Marie Miller, Board Clerk

6 ITEM # Discussion 5 Pelowski, Jeff Jul Human Resource Committee Recommendations The Human Resource Committee met on July 11, 2011 and will have an update for the Board. Ann Marie Miller, Board Clerk

7 ITEM # RCPC Appt Roseau County Prevention Coalition Jul Roseau County Prevention Coalition Director Tammie Doebler will meet with the Board to discuss the final budget approval and the RCPC Grant conclusion. Ann Marie Miller, Board Clerk

8 ITEM # DWI Appt DWI Court Funding Jul In November of 2008, the County Board approved funding for the DWI Court Coordinator's part time position in the amount of $20,429 per year for three years. The three years will conclude in November of This program is in need of confirmation as to whether or not the Board intends to continue this funding. Teresa Klein, Board Clerk

9 Excerpt taken from the August 26, 2008 Proceedings. COUNTY ATTORNEYS OFFICE County Attorney Lisa Hanson met with the Board to request $20,429 in matching funds per year for the next three years for the DWI Court program. Matching funding is required to secure additional state funding to continue the program. The match funding will be used to pay a half time Program Coordinator. The DWI grant will fund a full time probation officer for Roseau County to manage the participant drug testing and other court ordered required elements of the program. Ms. Hanson reviewed the program elements and highlighted the successes. Ms. Hanson emphasized the financial savings Roseau County will see as a result of rehabilitating constituents versus incarceration. Participants are required to hold a job and be current in their child support payments. The Board agreed to this funding request with the condition that the detention center budget amount be adjusted accordingly. A motion was made by Commissioner Johnston, seconded by Commissioner, and carried unanimously to adopt the following resolution: BE IT RESOLVED, that the Board does hereby approve additional funding in the amount of $20, to fund a.5 FTE (half-time) DWI Court Program Coordinator. BE IT FURTHER RESOLVED, the Board agrees to fund this position for three years.

10 ITEM # MAR-KIT APPT Miller, Ann Marie Board Clerk Jul Mar-Kit Recycling Program Changes The Board will discuss Mar-Kit's proposal to eliminate glass recycling and add magazine recycling to its current contract. Ann Marie Miller, Board Clerk

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12 Board of Commissioners th Ave. SW, Room #131 Roseau, MN Phone: Fax: July 12, 2011 REGULAR BOARD MEETING AGENDA Notice is hereby given that the Board of Commissioners of Roseau County will meet in session on July 12, 2011 at 10:30 a.m. in the Roseau County Courthouse, Room 110, Roseau, MN, at which time the following matters will come before the Board: 10:30 Call to Order 1. Roll Call 2. Presentation of Colors 3. Approve Agenda 4. Approve Bills 10:35 Citizen Comments Members of the audience wishing to address the County Board on an item not on the Agenda may come forward at this time to be recognized by the Board Chair. Please state your name and address for the record. Comments are limited to five minutes. A personnel complaint against an individual County employee may not be heard initially at a Board meeting. Personnel complaints may be submitted to the Board in writing through the Coordinator s Office. 10:40 Consent Agenda 1. Approve Proceedings 2. Increase IRS Mileage Reimbursement Rate 3. Authorize Auditor to Pay Claims for Gas, Diesel, Fuel, etc. 4. Approve Boiler Purchase for Courthouse 5. Approve Roof Repair to Law Enforcement Center 6. Approve Victim Services Funding 7. Approve Roseau County Prevention Coalition 4 th Quarter Budget 8. Approve Benefit Payout to Kyle Mylnar 9. Approve Mar-Kit Recycling Program Changes 11:00 Highway Department 11:15 Unfinished Business 11:30 New Business 1. Rental of Poultry Building at Fair Grounds 12:00 Committee Reports 12:30 Adjourn District 1, Glenda - District 2, Jack, District 3, Roger - District 4, Russell ; Vice-Chair - District 5, Mark ; Chair An Equal Opportunity Employer

13 ITEM # CONSENT 1 Miller, Ann Marie Board Clerk Jul Approve Proceedings The Board will review and approve proceedings from the June 28, 2011 Regular Board Meeting and the July 5, 2011 Special Board Meeting. Ann Marie Miller, Board Clerk

14 PROCEEDINGS OF THE ROSEAU COUNTY BOARD OF COMMISSIONERS June 28, 2011 The Board of Commissioners of Roseau County, Minnesota met in the Courthouse in the City of Roseau, Minnesota on Tuesday, June 28, 2011 at 10:30 a.m. CALL TO ORDER ROLL CALL ESTABLISHMENT OF A QUORUM The meeting was called to order at 10:30 a.m. by Chair Mark. The Pledge of Allegiance was recited. Commissioners present were Roger, Mark, Glenda, Jack and Russell. A quorum was established. APPROVAL OF AGENDA Approval of Bills was removed from the consent agenda and added as a separate agenda item under Call to Order. Item #5 (approve boiler purchase) was removed from the consent agenda. Item #7 (approve Assessor recommendations from the 2011 Board of Appeal and Equalization meeting) was removed to be included in the Reconvened Board of Appeal and Equalization meeting. Approval of a resolution of participation in the Council on Local Results and Innovation Voluntary Standards Measure Program was added to the Consent Agenda. Discussion of a potential government shutdown and 2012 budget preparation was added to New Business. A motion to approve the amended agenda was made by Commissioner, seconded by Commissioner and carried unanimously. CITIZEN COMMENTS There were no citizen comments. CONSENT AGENDA A motion to approve the Consent Agenda was made by Commissioner seconded by Commissioner and carried unanimously. The Board by adoption of its Consent Agenda approved proceedings from the June 14, 2011 Board meeting; rescinded resolution # ; approved an application for State Deed for Tax Forfeited Land; approved the Northwest Minnesota Regional Radio Board Preliminary Budget; approved the Bureau of Criminal Apprehension Joint Powers Agreement; authorized forthwith payments to Rogers Two Way Radio and Motorola Solutions, Inc.; approved a resolution of participation in the Council on Local Results and Innovation Voluntary Standards Measure Program and the payment of bills as follows: Warrants Approved for Payment 6/16/2011 Vendor Name Amount CAPITAL GUARDIAN TRUST CO 2, NATIONWIDE RETIREMENT SOLUTIONS 2, R & Q CONTRACTING INC 6, SELECT ACCOUNT-VEBA 10, Payments less than 2,000 $2, Final Total: $23, Warrants Approved for Payment 6/16/2011

15 Vendor Name Amount BADGER CITY 47, GREENBUSH CITY 95, NW MN MULTI COUNTY HRA 23, NW REGIONAL DEV COMM 13, ROOSEVELT CITY 6, ROSEAU CITY 623, ROSEAU RIVER WATERSHED DIST 296, SPRINGSTEEL ISLAND SANITARY DISTRICT 40, TOWN OF BARNETT 9, TOWN OF BARTO 24, TOWN OF BEAVER 2, TOWN OF CEDARBEND 10, TOWN OF DEER 6, TOWN OF DEWEY 8, TOWN OF DIETER 10, TOWN OF ENSTROM 12, TOWN OF FALUN 19, TOWN OF GOLDEN VALLEY 9, TOWN OF GRIMSTAD 12, TOWN OF HEREIM 13, TOWN OF HUSS 4, TOWN OF JADIS 20, TOWN OF LAKE 156, TOWN OF LAONA 17, TOWN OF LIND 7, TOWN OF MALUNG 12, TOWN OF MICKINOCK 10, TOWN OF MOOSE 6, TOWN OF MORANVILLE 38, TOWN OF NERESON 4, TOWN OF PALMVILLE 3, TOWN OF POLONIA 12, TOWN OF POPLAR GROVE 3, TOWN OF REINE 10, TOWN OF ROSS 12, TOWN OF SKAGEN 12, TOWN OF SOLER 8, TOWN OF SPRUCE 17, TOWN OF STAFFORD 16, TOWN OF STOKES 8, TWO RIVER WATERSHED DISTRICT 85, WARROAD CITY 407, WARROAD PORT AUTHORITY 46, WARROAD WATERSHED DISTRICT 7, Payments less than 2,000 $3, Final Total: $2,221, Warrants Approved for Payment 6/23/2011 Vendor Name Amount ASTECH CORPORATION 235, MN ENERGY RESOURCES 2, Payments less than 2,000 $2, Final Total: $240, Warrants Approved On 6/28/2011 for Payment 7/01/2011 Vendor Name Amount GARTNER REFRIGERATION CO 3, JOHNSTON FARGO CULVERT INC 2, MN COUNTIES INTERGOVERNMENTAL TRUST 2, MSOP-MN SEX OFFENDER PROGRAM-D 462 3, NORTHERN RESOURCES COOPERATIVE 2, ROSEAU CO HWY DEPT 13,056.35

16 56 Payments less than 2,000 $19, Final Total: $47, BOARD OF APPEAL AND EQUALIZATION MEETING A motion to close the regular Board meeting to reconvene the 2011 Board of Appeal and Equalization Meeting was made by Commissioner, seconded by Commissioner and carried unanimously. A motion to adjourn the Board of Appeal and Equalization meeting was made by Commissioner, seconded by Commissioner and carried unanimously. Commissioner reconvened the regular Board Meeting at 11:00 a.m. HIGHWAY DEPARTMENT A motion to approve Highway Construction Contract # DR 1830 Job No. CD21, FEMA PW 1592 for Clay Fill and Quarry Run Rip Rap in the amount of $58, was made by Commissioner, seconded by Commissioner and carried unanimously. UNFINISHED BUSINESS A motion to approve the quote submitted by Walter Storey for painting of the West Beito Building in the amount of $1,425.00, to be completed by July 31, 2011, was made by Commissioner, seconded by Commissioner and carried unanimously. NEW BUSINESS The Board discussed the affect a Government shutdown would have on Roseau County Public Health. Public Health Director Julie Pahlen and Chief Financial Officer Cathy Huss met with the Board during the work session to review priority lists in the case of a shutdown. The Board concurred that in the event of a shutdown Public Health should provide the following services: Response to disasters; response to disease outbreaks; response to serious environmental health hazards; WIC; jail health; high risk prenatal; postpartum moms; high risk infants; personal care assessments; long term care assessments; foot care, blood pressure and blood sugar clinics. The Board agreed to call an emergency meeting on July 5, 2011 in the event of a government shutdown. The Board discussed the 2012 budget planning process. Deputy Auditor John Huss will have information on budgets to the Department Heads by June 29, Commissioners noted that Department Heads should plan for zero budgeting and return completed budgets to the Auditor s office by July 22 nd so information can be reviewed by Board members before the August 2, 2011 Board meeting. COMMITTEE REPORTS Commissioner reported on the following committee meeting(s): Roseau County Board of Appeal and Equalization, 6/15/11; Northwest Community Action, 6/16/11; Social Services Board, 6/21/11; Highway Department meeting, 6/21/11; Department Head meeting, 6/27/11.

17 Commissioner reported on the following committee meeting(s): Department Head meeting, 6/27/11; Land Exchange Committee, 6/27/11. Commissioner reported on the following committee meeting(s) Lake of the Woods Control Board, 6/14/11; Victims Services Advisory Board, 6/15/11; Roseau County Assessor Tutorial, 6/15/11; Roseau County Board of Appeal and Equalization, 6/15/11; Pembina Trail R C & D, 6/17/11; Roseau County Committee on Aging, 6/20/11; Public Health Committee, 6/20/11; Roseau River Watershed, 6/20/11; Social Services Board, 6/21/11; Highway Department meeting, 6/21/11; DNR Land Exchange Public Hearing, 6/22/11; Department Head meeting, 6/27/11. Commissioner reported on the following committee meeting(s): County Fair Planning Committee, 6/14/11; Roseau County Board of Appeal and Equalization, 6/15/11; Roseau School Board, 6/16/11; Roseau County Committee on Aging, 6/20/11; Public Health Committee, 6/20/11; Social Services Board, 6/21/11; Highway Department meeting, 6/21/11; DNR Land Exchange Public Hearing, 6/22/11; Roseau County Prevention Coalition, 6/23/11; Statewide Radio Board, 6/23/11; Department Head meeting, 6/27/11. Commissioner reported on the following committee meeting(s): Delisting of Timberwolves meetings, 6/14/11; Social Services Board, 6/21/11; Highway Department meeting, 6/21/11; DNR Land Exchange Public Hearing, 6/22/11; Roseau County Prevention Coalition, 6/23/11; Department Head meeting, 6/27/11. Upon motion carried, the Board adjourned the regular meeting at 11:50 p.m. The next regular meeting of the Board is scheduled for July 12, 2011 at 10:30 a.m. Attest: Ann Marie Miller, Board Clerk Roseau County, Minnesota Date: Mark, Chair Board of County Commissioners Roseau County, Minnesota

18 PROCEEDINGS OF THE ROSEAU COUNTY BOARD OF COMMISSIONERS July 5, 2011 The Board of Commissioners of Roseau County, Minnesota met in the Courthouse in the City of Roseau, Minnesota on Tuesday, July 5, 2011 at 8:30 a.m. CALL TO ORDER ROLL CALL ESTABLISHMENT OF A QUORUM The meeting was called to order at 8:30 a.m. by Vice-Chair Russell. The Pledge of Allegiance was recited. Commissioners present were Roger, Jack and Russell. A quorum was established. APPROVAL OF AGENDA A motion to approve the agenda was made by Commissioner, seconded by Commissioner and carried unanimously. STATE OF MINNESOTA GOVERNMENT SHUTDOWN Vice-Chair called on Interim County Coordinator Jeff Pelowski for an update on the government shutdown. Pelowski noted that a Findings of Fact brief was published Wednesday, June 29, 2011 which identifies funding of essential services. The Association of Minnesota Counties will be filing a brief with Special Master Kathleen Blatz requesting specific temporary funding for county services that were not clearly identified in the order. Department Heads present noted no immediate concerns with the exception of Victim Services. A request for funding of eight hours a week for Victim Services support was made by the County Attorney s office. The Board concurred that this service is essential to the County and will be added to the July 12, 2011 Board Agenda for approval. Department Heads also stated that circumstances will change within departments depending on the length of the shutdown. The Board agreed to continue the discussion of the government shutdown at the July 12, 2011 Board Meeting. Upon motion carried, the Board adjourned the special meeting at 8:50 a.m. Attest: Ann Marie Miller, Board Clerk Roseau County, Minnesota Date: Russell, Vice-Chair Board of County Commissioners Roseau County, Minnesota

19 ITEM # CONSENT 2 Miller, Ann Marie Board Clerk Jul Approve Increase to IRS Mileage Reimbursement Rate On June 23, 2011 the Internal Revenue Service announced an increase in the optional standard mileage rates for the final six months of The rate will increase to 55.5 cents a mile for all business miles driven from July 1, 2011 through December 31, The Board has the option of increasing the County reimbursement rate for mileage to 55.5 cents per mile. Ann Marie Miller, Board Clerk

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21 ITEM # Consent 3 Monsrud, Martie Auditor Jul Authorizes the County Auditor to pay claims for gas, diesel, fuel etc. Please review verbage for the Resolution below. BE IT RESOLVED, that the Board does hereby authorize the County Auditor to pay claims for the purchase of fuel, gas, propane and diesel for all county owned vehicles and equipment, EXCLUDING all reimbursement for employee mileage. Teresa Klein, Board Clerk

22 ITEM # CONSENT 4 Johnson, Lenny Building Maintenance Jul Approve Boiler Purchase The Building Committee will have a recommendation on purchasing a new boiler for the Courthouse building. Ann Marie Miller, Board Clerk

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25 ITEM # CONSENT 5 Johnson, Lenny Building Maintenance Jul Approve Law Enforcement Roof Repair The Building Committee is recommending repairs to the Law Enforcement Roof. A quote is attached for Board review. Ann Marie Miller, Board Clerk

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28 ITEM # CONSENT 6 Foss, Karen Attorney Jul Approve Victim Services Funding With the government shutdown now in effect, the office of Roseau County Victim Services is closed. The County Attorney's office is requesting the Board approve eight hours per week of support, to be provided by DeAnn Anderson, to assist with the Victim Services workload during the shutdown Ann Marie Miller, Board Clerk

29 ITEM # CONSENT 7 Approve Roseau County Prevention Coalition 4th Quarter Budget Jul Roseau County Prevention Coalition Director Tammie Doebler is requesting Board approval on the Coalition's 4th Quarter Budget. Ann Marie Miller, Board Clerk

30 ITEM # CONSENT 8 Gust, Steve Sheriff Jul Benefit payout for Kyle Mlynar Kyle Mlynar resigned from his position as a Deputy Sheriff on June 24, A total of $8, is owed to Kyle Mlynar in accrued benefits. Teresa Klein, Board Clerk

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32 ITEM # CONSENT 9 Miller, Ann Marie Board Clerk Jul Approve Mar-Kit Recycling Program Changes Mar-Kit is proposing to eliminate glass recycling and add magazine recycling to its current contract. Ann Marie Miller, Board Clerk

33 ITEM # New Business Miller, Ann Marie Board Clerk Jul Rental of Poultry Building at Fair Grounds The Sheriff's Office will no longer be renting out the Poultry Building at the Fair Grounds for storage space. Another renter has expressed interest in renting the space but the Fair Board wanted to make sure that the County does not have a need for renting the building. The cost is $1, per year. Ann Marie Miller, Board Clerk

34 ITEM # Comm Rep Committee Reports Jul Commissioner and Commissioner have submitted committee reports for Board review. Ann Marie Miller, Board Clerk

35 JACK SWANSON COMMITTEE REPORTS JUNE 29, ASSOCIATION OF MINNESOTA COUNTIES STATE SHUTDOWN UPDATE (ST PAUL); HEARD FROM JOE MATTHEWS, JEFF SPARTZ, JULIE RING ON POSSIBLE IMPACTS. JUNE 29, ASSOCIATION OF MINNESOTA COUNTIES FUTURES TASK FORCE (ST PAUL) JUNE 30, ASSOCIATION OF MINNESOTA COUNTIES FUTURES TASK FORCE (ST PAUL) JULY 5, COUNTY BOARD SPECIAL MEETING; W/ DEPARTMENT HEADS ON STATE SHUTDOWN IMPACTS JULY 6, ROSEAU RIVER WATERSHED BOARD JULY 6, BUILDING COMMITTEE; new boilers, etc JULY 6, COMMUNITY JUSTICE COORDINATING COMMITTEE JULY 6, PHONE CONVERSATION W/ SENATOR AL FRANKEN JULY 6, SOLID WASTE COMMITTEE JULY 7, NORTHERN COUNTIES LAND USE COORDINATING BOARD (NORTHOME) JULY 11, ROSEAU CONVENTION & VISITORS BUREAU july 11, roseau city council

36 Glenda A. Roseau County Board July 2011 Committee Report June 2011 June 28 County Board Roseau Regularly-scheduled board meeting. June 29 Warroad Watershed - Warroad Two board members. No quorum. July 2011 July 11 - Warroad City Council Warroad July 11 - Warroad School Board Warroad July 12 - Roseau County Board Roseau July 13 - Lake Township Board Warroad July 18 - RCCoA Roseau July 19 - Roseau Social Services Roseau July 19 - Roseau Highway Department Roseau July 26 - Roseau County Board Roseau July 27 Warroad Watershed - Warroad 1